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Time Entry-Missed Approval from Supervisors

Time Entry-Missed Approval from Supervisors

Owned by Sandra Keith, created
Jun 12, 2025

This article explains the steps taken by the Payroll Department, for Supervisors of hourly employees who missed the deadline for approving their employees' timecards on a Payroll Processing week.

 Identifying the Missing Approvals

Use the steps below to identify the employee timecards that were missed by their supervisors.

  1. Once Payroll is complete you will need to run an Informer Report. “Pay-Timecard Approval History”

  2. Create a filter for Time Card Period End Date. Unselect current pay period. Delete all remaining pay periods. Resume current pay period.

  3. Remove duplicates. Unselect all, select Employee ID (columb b) and Position ID (column c).

  4. Remove all Approved and Blank status employees. These are the employees who did not have approved timecards.

  5. Search for the employees supervisor using the TEAS report in the Bi-weekly Payroll Reports

  6. Send the supervisor the following email, asking them to review the missed timecard for accuracy.

Sample email to be sent to the Supervisor:

The Time Entry system sends a report to the Payroll Office notifying us if a supervisor  missed approving one or more employee time cards for the previous payroll period.  University policy states that all employee time cards must be approved by the employee's supervisor.  Your name is listed on the report of supervisors who missed approving one or more employee time cards in the current payroll processing period. 

The employees will in fact get paid for all time entered/submitted into the Time Entry system.  Please go back and check their time cards to make sure that all hours are correct and that there are no hours owed or any corrections to be made.  You can access the employees previous time cards by logging into Self Service, then look under Time History Supervisor.

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Please email me if you have any questions, or are unsure of who you might have "missed"

 

We also receive a report of employees who did not submit a timecard.  Please make sure that all of your employees submit a timecard for your approval.  Even if there are no hours worked for the pay period, you are still obligated to verify (approve) the timecard that there are no hours owed to the employee.

Self Service Time Entry Training Videos:

Here is a link to a recorded training session. Please note the supervisor portion is the second half of the video: Time Entry Training Session Recording

If you have any issues with the time entry system, please send an email to  time.entry@valpo.edu  for assistance.  If your students have any issues, you may have them send an email  for a quick and speedy resolution.  

Thank you,